Office Hours Available: Need help updating your profile? Email digitalcommons@georgiasouthern.edu to schedule a one-on-one! |
Output and activity records in GS Scholars share many of the same tabs, sections, and fields. This page houses general instructions for these shared components, which are then linked to or "mapped" to other pages on the GS Scholars guide. The instructions on this page are organized alphabetically by record tab and section for all record types and templates. As such, the instructions on this page do not correspond to any particular record type or template and should not be followed as presented here. Rather, follow the links from the Managing Content homepage to find instructions relevant to particular record types.
Need help? Contact the GS Commons Team.
1. Log in to your GS Scholars profile.
2. To create a new record, click + Add content, then select the submission type appropriate to your work:
3. Alternatively, to update an existing record, click the dropdown menu on the Personal tab, then click My research output under the appropriate submission type header for the record you want to open. Use the search bar to locate and open the record:
If you need any help creating a new record or opening an existing record, contact the GS Commons Team.
If you open an existing record with available updates from an online source, then the record will automatically open on the Available Updates tab. Updates are highlighted in yellow.
For each update, click the radio button to select your preferred option, then resave the record. After you make updates and resave the record, the Available Updates tab will be hidden until new updates become available. Reopen the record at any time to continue making edits, including to any updated fields.
If you need any help with the Available Updates tab, contact the GS Commons Team.
Edit the fingerprints associated with the record on the Fingerprints tab. Similarly, restore fingerprints by reversing these steps for any omitted concepts and disabled categories. When you are done making changes, click Save at the bottom of the record. Learn more about fingerprints on the GS Scholars FAQ.
To remove fingerprint categories:
To remove individual fingerprint concepts:
If you need any help with the Fingerprints tab, contact the GS Commons Team.
Under the Comments heading on the History and Comments tab, add a comment to the record's history. Comments are helpful for preserving information about changes to a record over time. To add a comment, click Write a comment about the content, write your comment, then click Save.
Emails are currently disabled, so leave the email section blank.
If you need any help with the History and Comments tab, contact the GS Commons Team.
The Manage Duplicates tab can help identify and merge duplicate records. For example, GS Scholars may import multiple records for the same work if it is unable to match the records at the time of import. In some instances, GS Scholars will recommend possible duplicates, for example when two records have identical titles.
At any time, click Search for other candidates to search for additional potential duplicates. If you find any records that you want to merge, click Merge to start the process.
Please note: GS Scholars does not allow you to merge records using different record templates. When this occurs, the best course of action may be to delete the record you don't want. For example, GS Scholars may include separate records for a conference paper and a corresponding presentation. However, many faculty prefer one record corresponding to the conference paper. In this case, we recommend that you delete the presentation record rather than merge the records.
Check the boxes beside at least two records that you want to merge. Click Start merge and complete any subsequent prompts.
If you need any help merging or deleting records, contact the GS Commons Team.
For the Authors and Affiliations section, you may have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. Conversely, you can add an affiliation by clicking Add Organizational Unit…
For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.
Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an author, remove it.
To add additional authors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work.
If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.
If you need any help with the Authors and Affiliations section, contact the GS Commons Team.
Use the Biographical Note section to provide any information important for citing or acknowledging the work. If no specific bibliographical information is needed, leave this section blank.
If you need any help with the Bibliographical Note section, contact the GS Commons Team.
To add a commissioning body, click Add commissioning body. Search for and select an existing commissioning body if one exists. If there is no commissioning body, leave this section blank.
If a record does not exist, click Create new, complete the fields, then click Create.
If you need any help with the Commissioning Body section, contact the GS Commons Team.
Add any relevant documents or links in the Electronic Version(s), and Related Files and Links section. If there are no related documents or links, leave this section blank.
We strongly encourage you to include a link to the final published version of the work if available, ideally a DOI or the publisher's URL. We also encourage you to upload a post-print of the work if this is allowed. If the final published version of the work is open access, be sure to select Open in the Public access to file field. This will add the Open Access logo to the record and make it searchable as open access. Add Creative Commons license information as well if it is available.
If you upload a copy of the final published version, a post-print, or a pre-print, please ensure that the terms of publication permit this.
If you need any help with the Electronic Version(s), and Related Files and Links section, including with copyright terms or posting a file, contact the GS Commons Team.
If your work is related to a conference, meeting, or other scholarly event, add this relation in the Event section. If there is no related event, leave this section blank.
To add a related event, click Add event. Search for and select an existing event if one exists. If a record does not exist, click Create new, complete the fields, then click Create. The GS Commons Team will update the event information if needed.
If you need any help with the Event section, contact the GS Commons Team.
Do not edit this section in any way or add additional source IDs.
If you need any help with the External Publication IDs section, contact the GS Commons Team.
Add any related funding information in the Funding section. If there is no related funding information, leave this section blank.
Use the Funding text on Record field to add any required acknowledgment or disclosure information to the record. Click Add funding details to add the funding organization, an acronym for the organization, and funding numbers. Click Add funding organization to search for or create a funding organization to associate with the record. If a funding organization does not exist, click Create external organization and complete the fields. The GS Commons Team will update the funding organization if needed.
If you need any help with the Funding section, contact the GS Commons Team.
For the Host Publication section, complete the following required and optional fields:
If you need any help with the Host Publication section, contact the GS Commons Team.
For the Inventors and Affiliations section, you may have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. Conversely, you can add an affiliation by clicking Add Organizational Unit…
For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.
Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an inventor, remove it.
To add additional inventors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work.
If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.
If you need any help with the Inventors and Affiliations section, contact the GS Commons Team.
The Journal section may include different fields depending on the record template.
If you need any help with the Journal section, contact the GS Commons Team.
The Keywords section may include different fields depending on the record template. For the Keywords section, GS Scholars allows you to add a variety of keywords and descriptors to your work. Adding or editing keywords is optional; however, we strongly recommend adding UN Sustainable Development Goals (SDGs) to you work where appropriate.
The United Nations Sustainable Development Goals (SDGs) are a set of 17 interconnected objectives addressing global challenges such as poverty, inequality, climate change, and sustainable development. These goals provide a comprehensive framework for countries, organizations, and individuals to work towards a more equitable, prosperous, and sustainable future by 2030.
Researchers find the SDGs invaluable as they offer a universal language and roadmap for aligning their work with global priorities. By addressing the SDGs in their research, scholars contribute directly to solving pressing societal issues, guiding policy decisions, and fostering collaboration across disciplines and sectors. Furthermore, the SDGs provide researchers with a basis for measuring and assessing the impact of their work, facilitating accountability and evaluation of research outcomes. Overall, the SDGs serve as a catalyst for meaningful research that promotes positive social, economic, and environmental change on a global scale.
GS Scholars includes SDG information imported from Scopus and added manually by faculty and administrators. By adding one or more SDGs to your work, it will be searchable by SDG in GS Scholars and the SDG badges will display in the record.
Here is an example record displaying an SDG badge:
Adding one or more Scopus subject areas increases the discoverability of any works not indexed in Scopus when someone searches GS Scholars using ASJC keywords.
If you need any help with the Keywords section, contact the GS Commons Team.
For the Patent section, add the following patent information as available. All fields are optional but recommended.
If you need any help with the Patent section, contact the GS Commons Team.
The Publication Information section may include different fields depending on the record template.
If you need any help with the Publication Information section, contact the GS Commons Team.
For the Publication Managed By section, make sure that the department where the first current Georgia Southern author holds their faculty appointment appears here.
If you need any help with the Publication Managed by section, contact the GS Commons Team.
For the Publication Status section, your research output may go through a number of stages on its journey to publication. Edit the Publication Status section according to the following definitions:
If you need any help with the Publication Status section, contact the GS Commons Team.
The Publisher section may include different fields depending on the record template. All fields in this section are optional.
If you need any help with the Publisher section, contact the GS Commons Team.
If the record is related in any way to one or more additional output or activity records in GS Scholars, you can add these relations in the Relations section. Relations provide an effective way to show relationships between scholarly outputs and activities, such as:
To add a relation, click the + icon for the category of output or activity that you want to search, then click on the record you want to relate in the dropdown.
Please note: You may only search for existing records from the Relations section
If you need any help with the Relations section, contact the GS Commons Team.
If the work has been published as part of a series, click Add publication series... to include this information in the Series Information section. Complete the following fields as information is available.
In the Name field, enter the name of the series. In the Publisher name field, enter the name of the series' publisher. In the ISBN (Print) field, enter one or more ISBNs for the print version of the work. In the ISBN (Electronic) field, enter one or more ISBNs for the electronic version of the work. In the Volume field, enter the volume number of the work. In the Number field, enter the issue number of the work.
If you need any help with the Series Information section, contact the GS Commons Team.
Include thesis supervisors, advisors, committee members, and related organizations in the Supervisors section. Click Add person... to search for or create supervisors, advisors, and committee members. Select the individual's appropriate supervisory role and organizations, then click Create.
If you need any help with the Supervisors section, contact the GS Commons Team.
For the Thesis Information section, complete the following fields.
If you need any help with the Thesis Information section, contact the GS Commons Team.
For the Type section, indicate whether the work is Peer-Reviewed or Not Peer-Reviewed. Broadly, "peer review" may be understood as any review process where one or more experts in the topic or subject of the work has authority to reject the work for a particular purpose, including presentation or publication. Criteria for peer-review status may differ by audience and/or discipline. If you do not know the peer-review status of the work, select Not Peer-Reviewed.
If you need any help with the Type section, contact the GS Commons Team.
The Visibility section determines whether a record appears on the GS Scholars portal. The four available visibility statuses are:
For most records, the default setting is Public - No restriction. The default setting for research outputs depends on their publication status. Outputs that are In preparation or Submitted have the default setting of Backend - Restricted to Pure users. Outputs with the status E-pub ahead of print or Published have the default setting Public - No restriction.
The colored dot associated with each visibility status will appear in your content lists.
If you need any help with the Visibility section, contact the GS Commons Team.
The Activity Information section may include different fields depending on the record template.
When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.
Examination of
If this section includes an examination of field, add the examined person by clicking the Add examinee button and either search for another current faculty member (i.e., internal person) or external person. If an external person does not currently appear in the search results, click Create External Person, complete the fields, and click Create. You can add multiple examinees by clicking the button again and you can remove examinees by clicking the minus button next to their name.
When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.
When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.
If you need any help with the Activity Information section, contact the GS Commons Team.
For the Persons / Organizations section, you may add the persons/organizations/Hosts involved in the creation of the activity. You can have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. You can add an affiliation by clicking edit and selecting Affilliate to an external organization or Affiliate to another organizational unit.
For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.
Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an author, remove it.
To add additional authors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work. Be sure to assign the Role the person performed in the activity if available.
If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.
If you need any help with the Persons/Organizations section, contact the GS Commons Team.
Add any relevant documents or links in the Files and Links section. If there are no related documents or links, leave this section blank.
When uploading a file, please specify the type of file you are uploading. You have the ability to restrict who sees the file using the visibility drop down menu. The four available visibility statuses are:
If you need any help with the Files and Links section, including with copyright terms or posting a file, contact the GS Commons Team.
To add a visitor, click Add visitor and search for or create an external person. Add information on the visitor's country and organization if known.
In the start date section you have the option to enter the specific date of the visit or a period of time over which the visit occurred.
If you need any help with the Hosting a Visitor section, contact the GS Commons Team.
To add a visited institution, click Add external organization and search for or create an external organization. Add information on the visitor's country and organization if known.
In the start date section you have the option to enter the specific date of the visit or a period of time over which the visit occurred.
If you need any help with the Visiting other institution information section, contact the GS Commons Team.
Review the Relations tab to see if the record is related to any other records. Use this tab to identify any relations that should be added or removed from the current record. Relations provide an effective way to show relationships between scholarly outputs and activities, such as:
On the Relations tab, click on the title of any related record to open and edit the record. Also, relations may be added or edited in the Relations section on the Metadata tab of most records.
If you need any help with the Relations tab, contact the GS Commons Team.
For help, contact the GS Commons Team at digitalcommons@georgiasouthern.edu. A team member will respond as soon as possible during regular business hours.